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GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines...

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GSS Travel Awards March 28, 2017 Kelly Rooker Travel Awards Committee, Chair Graduate Student Senate
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Page 1: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

GSS Travel

Awards

March 28, 2017

Kelly Rooker

Travel Awards Committee, Chair

Graduate Student Senate

Page 2: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Overview

• What are GSS Travel Awards

• How to apply for one

• How award decisions are made

• How do you get reimbursed

• Questions

Page 3: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

What are GSS Travel

Awards?

Page 4: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

What are GSS Travel Awards?

• Helps graduate students present their own original research outside UT

• Students come from nearly every college and 50+ departments each awards cycle

• $240,000 awarded annually

• Awards are allocated by the GSS Travel Awards Committee, which is comprised entirely of graduate students volunteering their time

Page 5: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

GSS Travel Award deadlines

Travel DatesA&S, EHHS

Deadline

All Other

Colleges

Fall

(September 1 –

December 31, 2016)

August 15, 2016 August 22, 2016

Spring

(January 1 –

April 30, 2017)

December 5, 2016 December 12, 2016

Summer

(May 1 –

August 31, 2017)

April 10, 2017 April 17, 2017

Page 6: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Example funding levels

http://top25.utk.edu/wp-content/uploads/sites/11/2015/09/volvision2020.jpg

Students

Funded

Amount

Awarded

Average

Award

Amount

Summer

2016153 $75,190 $491

Fall 2016 131 $66,030 $504

Spring

2017234 $99,780 $426

Total 518 $241,000 $465

Page 7: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December
Page 8: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

How to apply?

Page 9: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Check List

1. Eligible to apply

2. Complete online application

• Abstract

• Conference/event acceptance or proof

of submission letter, email, etc.

3. Completed signatures page

Page 10: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

To be eligible to apply:

• Must be a registered UTK graduate student (not graduating prior to travel) in good standing

• Must be traveling within the next travel period

• Must be going to a conference/event to present original research

• Must be able to cover a minimum of 10% of travel expenses

• Must not have received a GSS Travel Award this academic year

• Must be able to fill out an application and turn it in on time

Page 11: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

The Online Application

http://gss.utk.edu/travel-awards/

Page 12: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December
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Page 14: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

International

▪ Includes Alaska and Hawaii

National

▪ States NOT adjacent to TN

Regional

▪ States adjacent to TN

Local

▪ Within the state of TN

Location

Page 15: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

1. Invitation• You were specifically asked to present by

someone in the event’s governing body

2. Peer-reviewed• You submitted a proposal that was reviewed and

accepted

3. Open Call• Anyone can pay a registration fee and attend

Page 16: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

You MUST submit your abstract

Page 17: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Paper presentation▪ You’re presenting original work in the form of a paper/talk

Poster presentation▪ You’re presenting original work in the form of a poster

Panel presentation▪ You’re presenting original work as part of a panel

Other presentation▪ An explanation is required of the applicant

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Page 19: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

You MUST submit proof of

acceptance OR submission

Page 20: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

• Submit the letter or email from the event

confirming your involvement

• If acceptances have not been issued yet,

submit the letter, email, screenshot, etc. of

your submission to the conference/event

• Failure to prove you are presenting at an

event OR awaiting a decision results in

automatic rejection

You MUST submit proof of

acceptance OR submission

Page 21: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December
Page 22: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

• Estimate the cost of all GSS-coverable expenses

• E.g. flight, hotel, gas, event registration fee

• Do not deduct any non-GSS funding from this amount

• You will only be reimbursed up to the amount awarded

• You will only be reimbursed up to the sum of receipts submitted

• Any unused award balance is reclaimed by GSS

Your share of costs

Page 23: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

You MUST declare any non-GSS

funding sources

If you do not know your department OR college funding amounts, just leave blank

Page 24: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December
Page 25: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

The Signatures

Page

Page 26: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December
Page 27: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

4 Signatures required:

▪ Applicant

▪ Applicant’s advisor

▪ Applicant’s department head

▪ Applicant’s college dean

There are FOUR signatures required

Page 28: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

How do award decisions

get made?

Page 29: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Where does your application go?

Page 30: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

The GSS Travel Awards Committee meets within one week of the application deadline to evaluate:

▪ Whether the event meets the criteria for funding

▪ Whether the applicant’s involvement meets the criteria for funding

▪ Whether the application is complete

▪ The application’s rank

GSS Review

Page 31: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Summary of Ranking Criteria

Location of Event (4

points)

▪ International (4)

▪ National (3)

▪ Regional (2)

▪ State (1)

Submission Procedure

(3 points)

▪ Invitation (3)

▪ Peer-reviewed (2)

▪ Open Call (1)

Student’s Role (3 points)

▪ Paper Presentation (3)

▪ Poster Presentation (2)

▪ Panel/Other Presentation

(1)

Primary Presenter (1 point)

▪ Yes (1)

▪ No (0)

Primary Author (1 point)

▪ Yes (1)

▪ No (0)

Page 32: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

• All decision notifications are sent via email

• This notification will be sent to the same

email address where you received your

signatures page

• Only the applicant receives a decision

notification

• If the department needs a copy of the

decision, the applicant must provide it

Decision Notifications

Page 33: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

• Online application and/or signatures page

submitted after the GSS deadline

• Incomplete application

• Missing one or more signatures

• Missing a relevant abstract

• Missing proof of submission OR acceptance

• Financial need already met

• Not presenting original research

• Any questions? Contact [email protected]!

Common Reasons for Rejection

Page 34: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

How do I get reimbursed?

Page 35: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

• Receipts are required in order to receive

reimbursement

• Airfare, lodging, gas, parking, registration, etc.

• Alternatively, you can book your travel

ahead of time through World Travel

• Or contact your department to see if an

advance reimbursement is possible

• Per diem expenses are not covered

• E.g. entertainment and meals

Proof of Travel

Page 36: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

• Submit your GSS acceptance letter and all your receipts to your departmental secretary

• Department submits reimbursement request to the Vice Chancellor for Student Life, who issues reimbursements

• Reimbursements are delivered by direct deposit typically within a month

Reimbursement

Page 37: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

GSS Travel Award deadlines

Travel DatesA&S, EHHS

Deadline

All Other

Colleges

Fall

(September 1 –

December 31, 2016)

August 15, 2016 August 22, 2016

Spring

(January 1 –

April 30, 2017)

December 5, 2016 December 12, 2016

Summer

(May 1 –

August 31, 2017)

April 10, 2017 April 17, 2017

Page 38: GSS Travel Awardsgss.utk.edu/.../07/Travel-Awards-Workshop-Spring-2017.pdfGSS Travel Award deadlines Travel Dates A&S, EHHS Deadline All Other Colleges Fall (September 1 – December

Questions?

http://gss.utk.edu/travel-awards/

[email protected]


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